Event Production: A step by step guide, Study Guides, Projects, Research of Management Fundamentals

Download Event Production: A step by step guide and more Study Guides, Projects, Research Management Fundamentals in PDF only on Docsity! event production Program Development: creative design, event strategy, thematic development, event planning & production, general sessions, awards shows, visual support, speech writing & coaching, videos, original music & lyrics, casts, comedy & theatrical components, entertainment, motivational speakers, meeting planning, site selection & venue contacting, event survey and evaluation. • Staging & Technical: complete staging, design & production, lighting, sound, sets & scenery, audio visual, video projection, teleprompter, labor, special effects, and technical event producers and meeting services. • Entertainment: EVI creates and designs integrated programs that utilize celebrity entertainment as a vehicle for corporate brand building. • Motion and Print Media: Whether your strategy calls for the design and creation of a marketing video, a print campaign, a new corporate identity package, or a brand new media product, we have the expertise to clearly communicate your message. Event production delivers a refined project management process that smoothly integrates the complex creative, production, and technical elements of corporate meetings or events. From the event planning, creative, design, through production and implementation, we provide total project accountability to our Clients. Browse our portfolio of Projects to learn how we help clients accomplish their corporate meetings and events objectives. We would like to be your event producers, event production company, and event management company. We produce: • Franchisee Meetings, Corporate & Sales Meetings • Product Launches • Grand Openings, Grand Opening Events & Parties • Training Programs & Conferences • Event Marketing Programs • Recognition Events, Incentive Programs & Awards Shows • Entertainment Galas & Corporate Concerts • Signature Series Shows™ • Exhibits, Displays, Exhibitions, Trade Show Presentations • Rental Sets, Scenery, Scenic Elements and Exhibits  Sponsorship contract design & management  Online, offline pre-event media, BTL & database marketing  Ticket & event entry distribution management PRIVATE PARTIES, FUNCTIONS AND WEDDING PLANNING  Pre-Event Planning in close association with the family [Planning Module + Timelines]  Designing [Invites + Stage, Sets & Decor + Floral Decor]  Production Planning [Stage, Sets, Lights & Sound + SFX Light Show]  Sourcing & Liaising with Suppliers [Local + Outstation]  Catering Liaison.  Hotel Tie-Ups & Liaison. Outstation Guests' Arrival / Departure Detail Charts.  Airport Co-ordination [Reception + Baggage Transport]. Transport [Airport Transfers + Local Ground Transport (to & from the venue & hotels)]  Hospitality & Guest Relations [Hospitality Personnel Sourcing & Training + Hospitality Desks at Hotel]  Artist Management [Booking & Liaison]. Entertainment Events - Thematic décor and performances.  Final Production & Execution – Ceremonies like the Pallu, Mala, Mameru, Mehendi & Sangeet Varghoda, Lagna, Reception.  Post Shaadi / Party - Venue Clean up, Set break down, Supplier Payments, Return Gifts, Thank you cards. FILM PRODUCTION  Scripting and script selection  Technical Personnel Recruitment  Location Hunting  Equipment Hiring  Casting for lead and character artistes  Costume designing  Shoot co-ordination Production Management Producing an effective show begins months in advance and includes hundreds of details which require a great deal of negotiation. From selecting qualified sound and lighting contractors that can fulfill artists production requirements at a fair price, to working through the needs vs. wants of the Artist, there are plenty of critical details. We provide you the information needed to make informed and financially sound decisions. We coordinate all details with the tour manager, production manager, sound company, backline company, catering company, security, and the local on-site facility manager. With your goals in mind, we determine what production is needed to give a clear and professional performance. In the end, we’ve built a team of talented professionals to deliver an unforgettable show. We take care of everything from the audio mix board to the artist’s hospitality requirements, through personal appearances with guests – all of it on site and through one source. We coordinate schedules, timelines, and logistics to make sure nothing falls through the cracks We take care of artist’s production requirements, while keeping related expenses within a client’s budget. Steps Involved in Producing an Event Step 1: Do event analysis. Step 2: Prepare an event plan. Step 3: Exhaustively test market your event plan Discuss your event plan with other people to know there opinions and suggestions. Step 4: Get organizers, sponsors, partners and clients for your event. Step 5: Prepare an event calendar. An event calendar is an ordered list of activities which are needed to be executed in order to produce and market the event. These activities are of three types: pre-event, at-event and post-event activities. Steps involved in preparing an event calendar Step 1: Create a list of pre-event, at-event and post event activities. Step 2: Set deadlines for each event activity. Step 3: Assign event activities to individual team members. Note: For large scale events, you will have to prepare a separate event calendar for each field of event production. Safety needs It includes need to be safe from physical and psychological harm. It also includes job security and financial security. As an event manger you have to ensure safety of your team especially women. A person can’t give his best in an unsafe environment. To protect your team from psychological harm, make sure there are no internal conflicts (like ego clashes, altercations, conflict of interest etc) among team members. If there are conflicts, then resolve them judiciously. Providing job security to your team is also very important. At no point any team member should feel that his job is under threat either by your actions or by someone else actions. Take care of your team beyond the work place. If any team member is facing a financial problem, then help him as much as you can. Social needs It is the need to feel a sense of belonging and acceptance. Need to love and be loved by friends, intimate partner, family and social groups like your team. To fulfill this need, there must be cordial relationship between you and the team and among the team members. A team member will not perform his best if he has considerable family problems. Try whatever you can to reduce his family problems. If you can’t do much at least accept his problems and empathize with him. Try to reduce his stress by giving him a day off or engaging him in the sport he likes the most. Ask you team members to be as supportive to him as possible. All this will help. People who have strong social needs should not be placed in a job where they have minimum interaction with people. They are the best for marketing or PR type jobs. Esteem needs It is the need to get respect, recognition, fame and status. Some people have stronger esteem needs than the other. You will have to identify those team members who have strong esteem needs and then find ways to fulfill those needs. For e.g. if a person is working very hard to get recognition among the team members and you are not giving him the recognition he deserves (by openly praising him or giving him promotion) then sooner or later his motivation level will go down and he will not give optimum results or worst will not perform and quit. Cognitive needs It is the need to understand, learn, discover and explore. People who have strong cognitive needs should not be placed in a job which is monotonous and which doesn’t offer any possibility of intellectual growth. Frankly speaking, people with strong cognitive needs are not suitable for event management jobs. Self Actualization need It is the need to be the best. It is the need to become everything, one is capable of becoming. Very few people have such type of need. If you have some one in you team with this need, then you have both advantage and disadvantage. The advantage is that you can always expect optimum results from him. The disadvantage is that he will tirelessly seek for the position of leadership and if he didn’t get it, then he will leave you soon and may even become your competitor. Stress Management and Events Stress is the part and parcel of event management. Every event professional is under constant stress throughout the execution of an event. While moderate amount of stress is necessary in order to give optimum results, a prolonged stress that exist for weeks, months and some times years can create three types of problems in an individual: 1) Physiological problems like heart diseases, high blood pressure, migraine, diabetes, asthma, obesity, infertility etc. 2) Psychological problems like anxiety, depression, lack of concentration etc. 3) Behavioral problems like sleeplessness, overeating, under eating, absenteeism etc. As an event manager it is your job to take care of both physiological and psychological health of yourself and your team members. For this find out the signs of stress, causes for stress and then formulate, prepare and implement strategies for coping stress. Signs of Stress Common physical symptoms: headaches, diarrhea, constipation, nausea, dizziness, weight gain or loss, insomnia, frequent cold etc Common emotional symptoms: moodiness, restlessness, depression, general unhappiness, feeling of loneliness and isolation, impatience, Irritability etc. Common behavioral symptoms: over eating, under eating, sleeping too much or too little, overdoing activities, nail biting, pacing, neglecting responsibilities, isolating oneself from others, drinking too much alcohol, smoking too many cigarettes, taking drugs to relax etc. Common Cognitive Symptoms: memory loss, lack of concentration, poor judgment, negativity, fearful anticipation etc. Note: These symptoms of stress vary from person to person, as each person has different personality, perception, stress tolerance level and support network of family and friends. 12) Include rest and relaxation time in your daily schedule for yourself and for your team members. 13) Encourage yourself and others to adopt a healthy lifestyle like regular exercise, nutritious diet, yoga, meditation, tai chi, massage, sports etc. Risk Management Plan for Events An event is full of uncertainties like power failure, equipment failure, medical emergency, brawl, stampede, fire, sponsorship withdrawal, last minute turned down by an artist etc. How will you deal with all these contingencies without a well thought out risk management plan. Risk management is done at each and every stage of event production. For e.g. when risk management is done in the information management field, then it deals with loss of data due to data theft or hard disk crash. When risk management is done in the security management field, then it deals with brawl, stampede, medical emergency, accidental fire etc. Similarly there are risks associated with: human resource, finance, marketing, quality management, attendees, food and beverages management, programs, technical management, infrastructure, logistic, procurement and team management. Developing Risk Management Plan for Events Since risk management is a very important part of event management therefore it should be carried out in a planned and professional manner. Following steps are involved in risk management: Step 1: Identify those elements or activities which could carry a risk. A list of such elements is already specified above like information management, security, procurement etc. Step 2: Identify the risks associated with each element or activity. For e.g. cargo theft is associated with logistic management. Similarly, data loss is associated with information management. Step 3: Determine the possibility of occurrence of the risk and the severity of the consequences if the risk does happen. For e.g. Elements Risk Possibility Severity Information Management Loss of data Low Very high Data theft High High Data Corruption Very high Very high Security Management Brawl Low Low Step 4: Risk Prioritization Risks with high severity of the consequences should be handled first. Step 5: Formulate, prepare and implement strategies to manage risks. Some common strategies used for risk management are: *Risk Avoidance Avoid those elements and activities which could carry a risk. *Risk Retention Accept some or all the consequences associated with a particular risk. *Risk Transfer Transfer the risk to a third party. For e.g. transferring the event security responsibility to a security agency. *Risk Reduction Reduce the risk associated with a particular element or activity by developing an effective contingency action plan. Step 6: Monitor the risks periodically so that the strategies used to manage the risks can be updated or reviewed. Information Management in Events Information Management includes acquiring information from various sources and then organizing, retrieving and maintaining that information. For small size events, you can do information management all by yourself. However for big and very big events you will need an information manager. This information manager may have several assistants depending upon the size of the event. An information manager is responsible for maintaining database of service providers (like decorators, technicians, DJ, anchor, florist, artists, ushers etc), guests, sponsors, partners, organizers, delegates, speakers, media people, clients and target audience. The information which is usually managed is the contact details and all the business operations and monetary transactions carried out pre-event, at-event and post event. For e.g. when you hired a particular DJ, how much he asked for his service, how much advance you paid, what were the terms and condition on which there was mutual agreement and things like this. An information manager is responsible for documenting all such activities. In case of meetings and conferences, he is the one who records the proceedings. He also formulates, prepares and implements the risk management plan i.e. risks related to information management like loss of data due to data theft or hard disk crash. There are many event management software programmes available on the market which can help with information management. Security Management in Events